Phone Bookings

Web Bookings
If a booking comes in via the website it will be placed in the waiting list for that class. This is to give you chance to review the consumer information and contact the customer if required.

Phone Bookings
Customers will be encouraged to make bookings via the website, but for those that call up for more information beforehand you can use the Phone Booking button on the top right of the screen.​
 
 Phone Booking button
NOTE: You can go back to any point in this process by clicking "Change" next to the section title.
  • Select/Add Customer
    • Existing: If you are booking an existing customer in for a new class, simply type their name into the search bar and select their record when it comes up. Franscape gives you the opportunity to review their details. When you're done, click on Update Customer & Continue
    • New: If you are booking in a new customer, select the “New Customer” and fill in their details before clicking Create Customer & Continue

Phone booking table

Select/Add Consumer 

  • Existing: Select from the list of consumers connected to the customer.

  • New: If you are booking in a new consumer, select the New Consumer and fill in their details before clicking “Create Customer & Continue”

Phone booking new

Select Venue

  • Venues are ordered by distance from the customer’s postcode.

  • Selecting a venue will fill the next section with all available classes.

  • You can go back and select a different venue by clicking on “Change”.

3 select venue

Select a Class

  • The class list shows the details of each class including the current availability. 

  • Use the filters to find the right class
  • To select a class, click on the Course Starts date.

4 select class

Confirm
Review the booking summary and Confirm. This will take you to the lessons and payment screen.

Lessons Window

Here you select the Lessons in which the Swimmer will take part:
Accept consumers onto class
  • Tick the box at the top to add the Swimmer to all Lessons
OR
  • Tick the individual Lessons that they will be attending
  • Press Continue
 
NOTE: The Customer will only be charged for the Lessons ticked

The Cost Window

Here you can apply discounts and venue member details
 Accept consumer onto class #2
CHARGE FOR
99% of the time you will just want to apply the charge for the individual Lessons, so leave it as the default selection of Per Lesson
 
DISCOUNT
If you need to add a discount, select from the "DIscount Type" drop-down:
  • Percentage Discount
    • Set a Percentage and Franscape will work out the amount.​
  • Fixed Discount
    • Set the amount to be discounted.​
​The discounted amount will appear below and adjust the Total
 
MEMBERSHIP
There are 3 options for the Membership Status:
  • Unchecked
    • Customer is a Venue member but this has not yet been confirmed or they do not have their member number to hand - Non-Member Fee is NOT applied​
  • Confirmed
    • Customer is a Venue member and has provided a valid member number - - Non-Member Fee is NOT applied
  • Non-Member
    • Customer is not a venue member and the Non-Member Fee is added below.

NOTE:This Membership field only shows if a Non-Member Surcharge is set for the Venue associated with the booking.​

NOTE: If you leave the "Member Number" field blank the Customer will be registered as a Non-Member 

 

The Payment Window

The Payment Window takes the sub-total from the Cost Window and compares it to the Customer's current Balance, giving the Amount Due.  You can now take or record payment.
 
Accept consmer onto class #3
 
NO PAYMENT REQUIRED
If you are allowing the Customer to take a place in the class but pay at a later date, select No Payment Required, then Accept Consumer.  The sub-total will be added to the Customer's account as debt.
 
CARD
Selecting Card Will bring up the stored card for the Customer (if they have one stored). If they don't, select Add New Card.

Add the required details and select Add Card
NOTE: The post code must match the postcode that the card is registered to.​
 
Add card
Once you have added a card, select it and then click Accept Consumer.
 
MANUAL PAYMENT
Here you can add a payment record for other types of payment method - Cash, BACS or Cheque.​​
Manual method
  • Select the Payment Method
  • The Amount Paid can be edited if it was a part-payment.
  • You can add Notes to the payment if required.
​When you've finished, click Accept Consumer.
The Consumer is now fully booked into the Class and the Customer has been sent a Booking Confirmation Email